Events can make a big impact on the environment. Gathering large numbers of people, using electricity, serving food and producing waste results in a fairly large carbon footprint. Whether you're planning a trade show, meeting, retreat or conference, find ways to go green and limit your impact on the Earth.
Cut Bottled Water
Water is a necessity at most events--it's an expected amenity during meetings, at bars and during meals. What isn't a necessity is bottled water. Serving water from pitchers instead of bottles can prevent thousands of plastic bottles from ending up in the waste stream, and it can save money as well. Environmental event company MeetGreen notes that one conference saved $25,000 by serving water in pitchers rather than plastic bottles.
Recycle
This seems like a no-brainer, but what's important is not just that you have recycling bins available, but that you make sure all attendees and staff are aware of their presence. Visible, easily accessible recycling containers for all types of recyclables will help ensure as little waste as possible ends up in the trash. The Oregon Convention Center, a certified green facility, provides collection bins for meeting and lobby areas, customized stations in exhibit halls, and has staff collect cardboard for recycling.
Limit Paper
Thick conference binders filled with 50 or 100 pages of printed material use a huge amount of paper. Offer presentations on a disc or flash drive instead and let attendees know in advance that they can bring their laptops and follow along. Handle event registration electronically and encourage exhibitors to limit paper handouts, or at least utilize double-sided printing.
Conserve Electricity
Make sure the meeting venue has an energy-saving program in place. The Mandalay Bay Resort and Convention Center in Las Vegas turns lighting in event halls down to 50 percent during load-in and load-out of trade shows and one minute after the close of an event. It also deactivates heating and air conditioning in unoccupied meeting rooms and foyers during nighttime hours.
Green Dining
Use bulk containers rather than individual packets for condiments like salt, pepper, cream and sugar, and make sure meal functions utilize china, silverware and glassware rather than paper or plastic. MeetGreen points out that during a typical five-day conference, 2,500 attendees can use more than 62,000 plates, 87,000 napkins and 75,000 cups or glasses. Some venues offer menus consisting of only sustainable and organic food and coffee. Uneaten or leftover food should be donated to food banks or composted as appropriate.
Location, Location, Location
Limiting travel distances for attendees helps decrease your event's carbon footprint immensely. Try to choose a city that's centrally located to the bulk of your attendees, and one with a major airport that will offer direct flights to many cities. A venue within walking distance of the airport is ideal, although not always practical; at a minimum, choose one that is in easy walking distance to the host hotel and a variety of restaurants.
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